Executive Assistant Jr - 3 Years of Experience Required

Are you or anyone you know looking for the next step in your career? This may be the job for you! I am partnered with Morgan Stanley, a leading financial institution that helps governments, corporations, institutions and individuals around the world to achieve their financial goals. We are looking to hire a Executive Assistant to join our Boston, MA office to work onsite.

CDRR Executive Assistant - Role & Responsibilities 
Calendar

• Have daily calendar controlled to quickly answer questions (e.g., times, locations, attendees)
• Understand at a high level rational/topic for meetings and ensure appropriate people are attending/invited
• Proactively ensure appropriate briefings/preps are scheduled
• Ensure materials are provided (and printed) prior to meetings and that and meeting locations are appropriate (e.g., video conference for anything HR-related, if not in person)
• Proactively remind MD of significant dates and upcoming travel
• Ensure coverage/deputy is provided when key team members are OOO or traveling (for direct reports and other key individuals)

Meetings

• Provide reminders/cues to ensure on-time for meetings
• Ensure room, VC, or conference call set-up is ready and working properly prior to meeting
• Preemptively ensure relevant material (including emails) for meetings are organized on Teams/OneNote
• Ability to flawlessly manage virtual and in person meetings, including Zoom and screen shares
• Work with the appropriate people to get email briefings before scheduled meetings
• Travel – Team Support
• Provide timely and accurate T&E process and proactively mitigate issues or approval delays
• Ensure comprehensive travel itineraries
• Assist with meeting and event planning during trips by coordinating with local contacts and other relevant parties

Events – Team Support

• Manage CDRR/MD(s) calendar, ensuring accuracy, designated coverage, and highlighting key events
• Arrange logistics, including booking rooms and coordinating with internal and external guest speakers, for CDRR hosted events (e.g., off-sites, open forums)

Other

• Provide seamless phone coverage (i.e., ensure back-up when away from desk or OOO)
• Track / chase pre-trade and expense approvals, OBIs, PPM and DETRs (Daily Employee Trade Report)
• Ensure personal appointments or travel do not conflict with business obligations
• Support team with select Division-wide email and intranet communications
• Ad hoc duties as necessary to support the Divisional COO team
• Maintain inventory of office supplies and order as needed
• Assist with various projects, as they arise
• Liaison with building property management and Corporate Services department regarding office maintenance support such as furniture repair, lighting problems, kitchen appliance maintenance, etc.
• Handle parking validations for guests

Qualifications

• Minimum of 3 - 5 years’ experience in an Administrative Assistant role
• Strong interpersonal, communication, analytical and organizational skills Must be a self-starter and team player with experience collaborating with global, virtual teams
• Creative and resourceful mindset with the ability work independently with minimal oversight
• Ability to manage sensitive, complex, and confidential information
• Strong knowledge of Microsoft Office (PowerPoint, Excel, Word) and administrative practices and procedures

Benefits can be opted in after 59 days of employment

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